microsoft dynamics gp projectaccountingbillingguide · • chapter 1, “billing cycles,”...

Microsoft Dynamics® GPProject Accounting Billing Guide

Copyright Copyright © 2010 Microsoft. All rights reserved.

Limitation of liability This document is provided “as-is”. Information and views expressed in this document, including URL and other Internet Web site references, may change without notice. You bear the risk of using it.

Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred.

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Trademarks Microsoft and Microsoft Dynamics are trademarks of the Microsoft group of companies. FairCom and c-tree Plus are trademarks of FairCom Corporation and are registered in the United States and other countries.

All other trademarks are property of their respective owners.

Warranty disclaimer Microsoft Corporation disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose.

License agreement Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at 800-456-0025 (in the U.S. or Canada) or +1-701-281-6500.

Publication date May 2010

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Contents

Introduction .................................................................................................................................................2What’s in this manual...................................................................................................................................3

Symbols and conventions ............................................................................................................................3

Resources available from the Help menu..................................................................................................4

Send us your documentation comments ...................................................................................................5

Part 1: Billing setup...........................................................................................................................8

Chapter 1: Billing cycles ................................................................................................................ 9Billing cycles and billing customers for projects ......................................................................................9

Create a billing cycle.....................................................................................................................................9

Chapter 2: Invoice and billing formats ...........................................................................11Invoice formats............................................................................................................................................ 11

Specify information to include on an invoice format ............................................................................ 11

Specify information to include for cost transactions on an invoice format........................................13

Options for summarizing cost transaction information on invoice formats......................................14

Enter names for fee types on an invoice format .....................................................................................15

Specify settings for users and printers for an invoice format...............................................................15

Billing notes for invoices............................................................................................................................16

Group invoice formats into a billing format ...........................................................................................16

Chapter 3: General billing setup.......................................................................................... 19Configure general settings for billing customers ...................................................................................19

Grant billing invoice and return data entry permissions......................................................................22

Set up a customer class for billing ............................................................................................................22

Set up a customer record for billing .........................................................................................................23

Part 2: Billing processes .........................................................................................................26

Chapter 4: Billing invoices ........................................................................................................ 27Default billing formats for customers, contracts, and projects ............................................................27

Use a billing cycle to generate billing invoices.......................................................................................27

Enter or modify a billing invoice ..............................................................................................................29

Select line items to bill and modify billing amounts for a Time and Materials project ....................32

Bill a partial quantity for a billing invoice line item for a Time and Materials project.....................33

Modify billing amounts for cost categories for a Cost Plus or Fixed Price project ...........................34

Select fees to bill and modify fee billing amounts for a project ...........................................................35

Enter payments, taxes, and other charges for a billing invoice............................................................36

Modify salespeople commissions for a billing invoice..........................................................................37

Modify billing amounts for a posted billing invoice for a Time and Materials project....................38

Modify payments and charges for a posted invoice for a Time and Materials project ....................39

Print billing invoices...................................................................................................................................40

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Chapter 5: Applying and aging ............................................................................................. 43Apply payments, credits, and returns to billing invoices and project balances ................................43

Age billing invoice balances......................................................................................................................44

Age work in progress amounts for projects that use the When Billed accounting method ............45

Age unbilled accrued revenue amounts for Time and Materials projects..........................................46

Chapter 6: Billing suspension ................................................................................................ 47Suspend billing for a customer .................................................................................................................47

Suspend billing for a contract ...................................................................................................................47

Suspend billing for a project......................................................................................................................47

Glossary .........................................................................................................................................................49

Index ...................................................................................................................................................................57

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IntroductionThe Project Accounting Billing Guide includes information for accounts receivable administrators about how to use Microsoft Dynamics® GP Project Accounting to bill customers for projects.

You can use Project Accounting to set up the various billing cycles to use for billing customers. Billing cycles determine the frequency that you bill customers for projects. You also can set up the invoice formats to use for printing billing invoices.

After you use a billing cycle to generate a batch of billing invoices automatically, you can select the projects, cost categories, and cost transaction line items to bill, and you can modify billing amounts and fees.

You can apply customer payments, credit memos, and billing returns to billing invoices and to project balances. You then can age billing invoice, work in progress, and accrued revenue amounts to determine the number of days that billing amounts are past due or the number of days that work in progress or accrued revenue amounts have been left unbilled.

You can suspend billing for customers, contracts, projects.

See the following Project Accounting documents (Help > Printable Manuals) for more information.

Project Accounting Cost Management Guide Includes information about how to estimate and track project costs, and specify how billing amounts, revenue, and profit should be calculated, based on project costs.

Project Accounting Accounting Control Guide Includes information about how to manage posting accounts and recognize revenue for projects.

Project Accounting Administrator’s Guide Includes information about how to set up user security and maintain your company databases for Project Accounting.

This introduction is divided into the following sections:

• What’s in this manual• Symbols and conventions• Resources available from the Help menu• Send us your documentation comments

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I N T R O D U C T I O N

What’s in this manual

This manual is designed to give you an understanding of how to use the billing features of Project Accounting, and how it integrates with the Microsoft Dynamics GP system.

To make best use of Project Accounting, you should be familiar with systemwide features described in the System User’s Guide, the System Setup Guide, and the System Administrator’s Guide. Choose Help > Printable Manuals for more information.

You might also need to be familiar with features described in General Ledger, Bank Reconciliation, Multicurrency Management, Purchase Order Processing, Purchase Order Enhancements, Payables Management, Receivables Management, Inventory Control, United States Payroll, Canadian Payroll, or Report Writer. Choose Help > Printable Manuals for more information.

Some features described in the documentation are optional and can be purchased through your Microsoft Dynamics GP partner.

To view information about the release of Microsoft Dynamics GP that you’re using and which modules or features you are registered to use, choose Help > About Microsoft Dynamics GP.

The manual is divided into the following parts.

• Part 1, Billing setup, includes information about how to set up Project Accounting to bill customers.

• Part 2, Billing processes, includes information about how to bill customers for projects. It also includes information about how to apply customer payments to billing invoices and to project balances, and how to determine the number of days that billing amounts are past due. You also can suspend billing for customers, contracts, and projects.

Symbols and conventions

For definitions of unfamiliar terms, see the glossary in the manual or refer to the glossary in Help.

Symbol Description

The light bulb symbol indicates helpful tips, shortcuts and suggestions.

The warning symbol indicates situations you should be especially aware of when completing tasks.



This manual uses the following conventions to refer to sections, navigation and other information.

Resources available from the Help menu

The Microsoft Dynamics GP Help menu gives you access to user assistance resources on your computer, as well as on the Web.

ContentsOpens the Help file for the active Microsoft Dynamics GP component, and displays the main “contents” topic. To browse a more detailed table of contents, click the Contents tab above the Help navigation pane. Items in the contents topic and tab are arranged by module. If the contents for the active component includes an “Additional Help files” topic, click the links to view separate Help files that describe additional components.

To find information in Help by using the index or full-text search, click the appropriate tab above the navigation pane, and type the keyword to find.

To save the link to a topic in the Help, select a topic and then select the Favorites tab. Click Add.

IndexOpens the Help file for the active Microsoft Dynamics GP component, with the Index tab active. To find information about a window that’s not currently displayed, type the name of the window, and click Display.

About this windowDisplays overview information about the current window. To view related topics and descriptions of the fields, buttons, and menus for the window, choose the appropriate link in the topic. You also can press F1 to display Help about the current window.

LookupOpens a lookup window, if a window that you are viewing has a lookup window. For example, if the Checkbook Maintenance window is open, you can choose this item to open the Checkbooks lookup window.

Show Required FieldsHighlights fields that are required to have entries. Required fields must contain information before you can save the record and close the window. To change the way required fields are highlighted, choose Tools > Setup > User Preferences > Display, and specify a different color and type style.

Convention Description

Create a batch Italicized type indicates the name of a section or procedure.

File > Print or File >> Print

The (>) or (>>) symbol indicates a sequence of actions, such as selecting items from a menu or toolbar, or pressing buttons in a window. This example directs you to go to the File menu and choose Print.

TAB or ENTER All capital letters indicate a key or a key sequence.



Printable ManualsDisplays a list of manuals in Adobe Acrobat .pdf format, which you can print or view.

What’s NewProvides information about enhancements that were added to Microsoft Dynamics GP since the last major release.

Microsoft Dynamics GP OnlineOpens a Web page that provides links to a variety of Web-based user assistance resources. Access to some items requires registration for a paid support plan.

Customer Feedback OptionsProvides information about how you can join the Customer Experience Improvement Program to improve the quality, reliability, and performance of Microsoft® software and services.

Send us your documentation comments

We welcome comments regarding the usefulness of the Microsoft Dynamics GP documentation. If you have specific suggestions or find any errors in this manual, send your comments by e-mail to the following address: [email protected].

To send comments about specific topics from within Help, click the Documentation Feedback link, which is located at the bottom of each Help topic.

Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use them freely.

mailto:[email protected]

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Part 1: Billing setupThis part of the documentation includes information for the accounts receivable administrator about how to set up Project Accounting to bill customers.

• Chapter 1, “Billing cycles,” includes information about how to set up billing cycles for generating billing invoices based on billing frequencies.

• Chapter 2, “Invoice and billing formats,” includes information about invoice formats and how to specify the information to include on them for printing billing invoices. It also includes information about grouping invoice formats into billing formats so that when you print billing invoices, all invoice formats in the billing format will be included.

• Chapter 3, “General billing setup,” includes information about how to set up Project Accounting to bill customers for projects. It also includes information about how to grant all users permission to various data entry options for billing invoices and billing returns.

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Chapter 1: Billing cyclesThis part of the documentation includes information for an accounts receivable administrator about how to set up billing cycles for generating billing invoices based on billing frequencies.

The following topics are discussed:

• Billing cycles and billing customers for projects• Create a billing cycle

Billing cycles and billing customers for projects

We recommend that you use billing cycles to bill customers for projects. When you use a billing cycle, a batch of billing invoices will be generated using the billing frequency that you specified for the billing cycle. After the batch has been generated, you can modify the billing invoices, as necessary. See Enter or modify a billing invoice on page 29 for more information.

You can assign billing cycles to customers, contracts, and projects. See Set up a customer record for billing on page 23 and also Specify billing settings for a contract on page 64 and Specify billing settings for a project on page 71 in the Project Accounting Cost Management Guide for more information.

When you use a billing cycle, you must specify whether to limit billing to the customers, contracts, or projects assigned to the billing cycle. See Use a billing cycle to generate billing invoices on page 27 for more information.

You also can enter a batch of billing invoices manually, if necessary. See Manually create a batch for transactions on page 19 in the Project Accounting Accounting Control Guide for more information.

Create a billing cycle

You can create billing cycles that you can use to generate billing invoices. See Billing cycles and billing customers for projects on page 9 and Use a billing cycle to generate billing invoices on page 27 for more information.

1. Open the Billing Cycle Maintenance window.Cards > Project > Billing Cycle

2. Enter a billing cycle ID and description.

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3. Select the billing frequency and billing date. Enter the cut off date.

4. Select the fees to include when billing customers. See Chapter 11, “Fees,” in the Project Accounting Cost Management Guide for more information.

5. Select the cost transaction types to bill customers for. See Part 5, Project cost tracking in the Project Accounting Cost Management Guide for more information.

6. Click Save and close the window.


Chapter 2: Invoice and billing formatsThis part of the documentation includes information for an accounts receivable administrator about invoice formats and how to specify the information to include on them for printing billing invoices. It also includes information about grouping invoice formats into billing formats so that when you print billing invoices, all invoice formats in the billing format will be included.


• Invoice formats• Specify information to include on an invoice format• Specify information to include for cost transactions on an invoice format• Options for summarizing cost transaction information on invoice formats• Enter names for fee types on an invoice format• Specify settings for users and printers for an invoice format• Billing notes for invoices• Group invoice formats into a billing format

Invoice formats

An invoice format is the framework that contains information for the layout and content of a printed billing invoice. There are 55 predefined invoice formats. The invoice formats that you can choose from are listed in the Standard Billing Reports Lookup window (Tools > Setup > Project > Billing > Billing Report button > Billing Report Key lookup button).

There are several types of predefined invoice formats, including formats specifically for Cost Plus, Fixed Price, or Time and Materials projects. Some invoice formats will display itemized information about the amounts due, while others will display only the total amount due and the current balance. Depending on the invoice format, information might be grouped by contract, project, or cost transaction type. Some invoice formats are specifically for fees.

You can group invoice formats into a billing format so that you can print more than one type of billing invoice at the same time. See Group invoice formats into a billing format on page 16 for more information.

You can specify the content to be included on an invoice format. See Specify information to include on an invoice format on page 11 for more information.

You also can use Report Writer to modify the layout of invoice formats, including five blank invoice formats. See the Report Writer documentation (Help > Printable Manuals) for more information.

Specify information to include on an invoice format

You can specify the information to include on an invoice format. See Invoice formats on page 11 for more information.



1. Open the Billing Report Setup window.Tools > Setup > Project > Billing > Billing Report button

2. In the Billing Report Key field, enter the invoice format to modify.

Illustrations displayed in the Billing Report Setup window depict the layout for the invoice format.

3. In the Billing Report Name field, you can enter the name for the invoice format to be displayed on the printed billing invoice.

4. If the invoice format includes information grouped by contract, select the following options.

• Select Contract Notes to include billing notes for the contract record.

• Select Contract Transaction Notes to include billing notes entered for the contract record for cost transactions.

See Specify billing settings for a contract on page 64 in the Project Accounting Cost Management Guide for more information.

• Select how to sort contracts on the invoice format.

5. If the invoice format includes information grouped by project, select the following options.

• Select Project Notes to include billing notes for the project record.

• Select Project Transaction Notes to include billing notes entered for the project record for cost transactions.

See Specify billing settings for a project on page 71 in the Project Accounting Cost Management Guide for more information.

• Select how to sort projects on the invoice format.


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6. If the invoice format includes fee information, select the following options.

• Select Detailed to display itemized fee amounts or Totals to display summarized fee amounts.

• Select Fee Notes to include billing notes for fees for projects. See Assign fees to a project on page 89 in the Project Accounting Cost Management Guide for more information.

7. Click Transactions to specify information to include for cost transactions on the invoice format. See Specify information to include for cost transactions on an invoice format on page 13 for more information.

8. Click Fees to enter descriptive names to be displayed on the invoice format for fees. See Enter names for fee types on an invoice format on page 15 for more information.

9. Click Print Setup to specify settings for users and printers for the invoice format. See Specify settings for users and printers for an invoice format on page 15 for more information.


Specify information to include for cost transactions on an invoice format

You can specify information to include for cost transactions on an invoice format.



3. Click Transactions to open the Billing Report Transactions Setup window.

4. For each cost transaction type, specify the following options.

Summary Level How information will be summarized on the invoice format for the cost transaction type. See Options for summarizing cost transaction information on invoice formats on page 14 for more information.



User Defined Transaction Name The name to display on the invoice format as the heading for the cost transaction type.

Sort Order The priority for displaying the cost transaction type on the invoice format. If you select 1, the cost transaction type will be displayed first.

Include Notes Display billing notes on the invoice format that are entered for line items for the cost transaction type. See Billing notes for invoices on page 16 for more information.

5. Click OK.

Options for summarizing cost transaction information on invoice formats

When you specify information to include for cost transactions on an invoice format, you can select how the information should be summarized. See Specify information to include for cost transactions on an invoice format on page 13 for more information.

Cost Category Amounts will be summarized by cost category.

Cost Category Class Amounts will be summarized by cost category class.

Cost Category + Cost Owner Amounts will be summarized by cost category, and then by the employee, equipment, miscellaneous, or item record.

Cost Owner Amounts will be summarized by employee, equipment, miscellaneous, or item record.

Cost Owner Class Amounts will be summarized by employee, equipment, miscellaneous, or item class.

Cost Owner + Cost Category Amounts will be summarized by employee, equipment, miscellaneous, or item record, and then by cost category.

Cost Owner + Cost Category Class Amounts will be summarized by employee, equipment, miscellaneous, or item record, and then by cost category class.

Cost Owner + Document No. Amounts will be summarized by employee, equipment, miscellaneous, or item record, and then by document number.

Date + Cost Owner + Cost Category Amounts will be summarized by date, then by employee, equipment, miscellaneous, or item record, and then by cost category.

Position Amounts will be summarized by position code.

Position + Rate Amounts will be summarized by position code, and then by pay rate.

Trx Detail Amounts will not be summarized. Information about every line item entered for every cost transaction will be displayed.

Trx Summary All line items entered for the cost transaction type will be summarized on a single line.



Enter names for fee types on an invoice format

You can specify the names to display for types of fees on an invoice format.



3. Click Fees to open the Billing Report Fees Setup window.

4. For each type of fee, enter the name to display on the invoice format for the fee.

5. Click OK.

Specify settings for users and printers for an invoice format

For each user that will print billing invoices, you can specify the printer to use for an invoice format.



3. Click Print Setup to open the Print Setup window.

4. Select the user that will print billing invoices using the invoice format.



5. Click the Printer Name expansion button to select the printer that the user will use when printing billing invoices using the invoice format.

6. Click OK.

Billing notes for invoices

When you enter a cost transaction, you can include a billing note for each line item on the transaction. You then can select to print the billing notes on billing invoices. See Specify information to include for cost transactions on an invoice format on page 13 for more information.

When you set up cost transactions for tracking project costs billing customers, you can select the default billing note to use for each line item on cost transactions.

None Don’t use a default billing note for line items.

Budget Use the billing note entered for a cost category in a project budget.

Cost Category Use the billing note entered for a cost category record.

See Part 5, Project cost tracking, in the Project Accounting Cost Management Guide for more information.

Group invoice formats into a billing format

You can create a group of invoice formats, called a billing format. You can assign billing formats to customers, contracts, and projects and to individual billing cycles for those customers, contracts, and projects. When you print billing invoices, all invoice formats in the billing format will be included.

See Set up a customer record for billing on page 23 and Create a billing cycle on page 9, and also Specify billing settings for a contract on page 64 and Create a project record on page 68 in the Project Accounting Cost Management Guide for more information.

1. Open the Billing Format Setup window.Tools > Setup > Project > Billing > Billing Format button

2. Enter the billing format ID and description.

3. Select Default to use the billing format as the default grouping of invoice formats for all new billing formats.



4. In the Standard Bill Reports list, select the invoice formats to include in the billing format and click Insert. The invoice formats will be displayed in the Selected Bill Reports List.

5. In the Selected Bill Reports list, select an invoice format and click Top, Up, Down, and Bottom to change the position of the invoice format in the list. When you print billing invoices using the billing format, invoice formats will be used in the order listed.



Chapter 3: General billing setupThis part of the documentation includes information for an accounts receivable administrator about how to set up Project Accounting to bill customers for projects. It also includes information about how to grant all users permission to various data entry options for billing invoices and billing returns.


• Configure general settings for billing customers• Grant billing invoice and return data entry permissions• Set up a customer class for billing• Set up a customer record for billing

Configure general settings for billing customers

You can configure general settings for billing customers, such as how to calculate taxes on billing invoices.

1. Open the Billing Setup window.Tools > Setup > Project > Billing

2. In the Billing field enter the next document number to use for billing invoices and billing returns. In the Revenue Recognition field, enter the next document number to use for revenue recognition transactions. See Enter or modify a billing invoice on page 28 and also Enter or modify a revenue recognition transaction on page 29 in the Project Accounting Accounting Control Guide for more information.

3. Select Recalculate Billing Rate during write up in TM to adjust the billing rate or markup percentage for a billing invoice line item if you enter a write up amount or percentage for the line item. You can enter write up amounts and percentages for line items that are for Time and Materials projects. If you don’t select this option, the quantity for the line item will be adjusted if you enter a write up amount or percentage. See Select line items to bill and modify billing amounts for a Time and Materials project on page 31 for more information.



4. Select Recalculate Billing Rate during write down in TM to adjust the billing rate or markup percentage for a billing invoice line item if you enter a write down amount or percentage for the line item. You can enter write down amounts and percentages for line items that are for Time and Materials projects. If you don’t select this option, the quantity for the line item will be adjusted if you enter a write down amount or percentage. See Select line items to bill and modify billing amounts for a Time and Materials project on page 31 for more information.

5. In the Cycle Billing and RR Log file field, enter the path name where a log file will be saved after you complete a billing or revenue recognition cycle. The log file will list any errors that were encountered while generating billing invoices or revenue recognition transactions. See Create a billing cycle on page 9 and also Create a revenue recognition cycle record on page 25 in the Project Accounting Accounting Control Guide for more information.

6. In the Discount From field, select whether discounts for billing amounts will be based on discount amounts entered for the customer, contract, or project record. See Create a contract record on page 62 and Create a project record on page 68 in the Project Accounting Cost Management Guide for more information. See the Receivables Management documentation (Help > Printable Manuals) for more information about entering discounts for customers.

7. Select the default cutoff date to use for billing invoices.

For example, if you enter a billing invoice and the user date is 9/22/2010, which is a Wednesday, then the following dates will be used.

Document Date The date 09/22/2010 will be used.

Beginning of week The date 09/20/2010, which is the Monday for the week that the user date is in, will be used.

Beginning of month The date 09/01/2010 will be used.

End of month The date 09/30/2010 will be used.

The cutoff date that you select in this window does not affect the cutoff date that you select to use with billing cycles. See Create a billing cycle on page 9 for more information.

8. Select Calculate retainer commission to calculate commissions on Retainer fees for salespeople. See Create a contract record on page 62 in the Project Accounting Cost Management Guide for more information.

9. Select Retainer fee taxable to calculate taxes on Retainer fees. See Create a Retainer fee on page 59 in the Project Accounting Cost Management Guide for more information.

10. Select Include fully billed fees to include on billing invoices information about fees that already have been billed.

11. Indicate whether to specify individual tax options for non-inventoried items, freight, and miscellaneous charges on billing invoices and billing returns or to use a single tax schedule for all charges.


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Advanced Specify whether non-inventoried items, freight, and miscellaneous charges are taxable, non-taxable, or based on the tax schedule for the customer record. If you select Taxable, select a tax schedule.

Single Schedule Select a tax schedule.

12. In the Update Periodics Using list, select whether to use the document date or the posting date on billing invoices and billing returns to update information in the Project Periodic Budget window. See Modify project budget amounts for a cost category by fiscal period on page 86 in the Project Accounting Cost Management Guide for more information.

13. Select the Apply Project First to option to specify whether customer payments will be applied first to amounts for cost categories in project budgets or to amounts for fees for projects.

14. You can enter names for user-defined fields that you can use in the Billing Entry window. You must use Modifier to display user-defined fields in the Billing Entry window and you must use Report Writer to include information entered in those fields on reports. See the Modifier and Report Writer documentation (Help > Printable Manuals) for more information.

15. Select the Currency to use in Cycle Biller option to specify whether to use the currency ID selected for the customer in the Customer Maintenance Options window (Cards > Sales > Customer > Options button) or the functional currency selected in the Multicurrency Setup window (Tools > Setup > Financial > Multicurrency) when generating invoices using billing cycles.

If you select Functional Currency, all billing invoices generated using billing cycles will use the functional currency even though you’ve specified billing currency IDs for the contracts and projects that you’re generating billing invoices for.

16. Select Post to Receivables Management to post billing invoices and billing returns to Receivables Management.

17. Click Billing Report to specify information to include on invoice formats. See Specify information to include on an invoice format on page 11 for more information.

18. Click Billing Format to group sets of invoice formats into billing formats. See Group invoice formats into a billing format on page 15 for more information.

19. Click Billing Options to grant billing invoice and billing return data entry permissions. See Grant billing invoice and return data entry permissions on page 21 for more information.

20. Click RR Options to grant revenue recognition transaction data entry permissions. See Grant revenue recognition transaction entry permissions on page 25 in the Project Accounting Accounting Control Guide for more information.

21. Click OK.



Grant billing invoice and return data entry permissions

You can grant all users permission to various data entry options for billing invoices and billing returns. You also can require a password for each data entry option to limit user access.

1. Open the Billing Setup Options window.Tools > Setup > Project > Billing > Billing Options button

2. Select the data entry tasks to grant permission for.

Override Document Number Allow users to modify the default document number for a billing invoice or billing return.

Allow Actual Billings to Exceed Projected Billings Allow users to enter a billing amount that exceeds the calculated billing amount for a billing invoice line item for a Time and Materials project.

3. Click OK.

Set up a customer class for billing

You can use the PA Customer Class Options window (Tools > Setup > Sales > Customer Class > Project button) to set up a customer class for billing. If you assign a customer to the class, the customer record will inherit information from the class.

The window is similar to the PA Customer Options window. See Set up a customer record for billing on page 22 for more information.


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Set up a customer record for billing

You can set up a customer record for billing.

1. Open the PA Customer Options window.Cards > Sales > Customer > select a Customer ID > Project button

2. Enter the customer alias. The alias will be used to create contract numbers for the customer. See Create a contract record on page 62 in the Project Accounting Cost Management Guide for more information.

3. Select the default billing format to use for billing invoices for the customer. See Group invoice formats into a billing format on page 15 for more information.

4. You can select Closed to Project Costs or Closed to Billings to prevent the accrual of costs or to prevent billing for projects for the customer.

5. Select billing cycles to use for billing the customer for projects. You can select a billing format to use with each billing cycle. See Create a billing cycle on page 9 for more information.

You also can assign billing cycles to contracts and projects. See Billing cycles and billing customers for projects on page 9 for more information.

6. Select a revenue recognition cycle to use for recognizing revenue for projects for the customer. See Create a revenue recognition cycle record on page 25 in the Project Accounting Accounting Control Guide for more information.

7. Click Accounts to specify posting accounts for the customer. See Specify default posting account numbers for records and classes for cost transactions on page 10 in the Project Accounting Accounting Control Guide for more information.

8. Click Fee Accounts to specify posting accounts for fees for the customer. See Specify default posting account numbers for records and classes for fees on page 13 in the Project Accounting Accounting Control Guide for more information.

9. Click OK.

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Part 2: Billing processesThis part of the documentation includes information for an accounts receivable administrator about how to bill customers for projects. It also includes information about how to apply customer payments to billing invoices and to project balances, and how to determine the number of days that billing amounts are past due. You also can suspend billing for customers, contracts, and projects.

• Chapter 4, “Billing invoices,” includes information about creating and printing billing invoices to bill customers for project costs.

• Chapter 5, “Applying and aging,” includes information about applying payments from customers to projects. It also includes information about how to use aging to determine the number of days that billing invoice balances are past due and the number of days that work in progress and accrued revenue amounts have remained unbilled.

• Chapter 6, “Billing suspension,” includes information about how to suspend billing for customers, contracts, and projects.


Chapter 4: Billing invoicesThis part of the documentation includes information for an accounts receivable administrator about creating and printing billing invoices to bill customers for project costs.


• Default billing formats for customers, contracts, and projects• Use a billing cycle to generate billing invoices• Enter or modify a billing invoice• Select line items to bill and modify billing amounts for a Time and Materials project• Bill a partial quantity for a billing invoice line item for a Time and Materials project• Modify billing amounts for cost categories for a Cost Plus or Fixed Price project• Select fees to bill and modify fee billing amounts for a project• Enter payments, taxes, and other charges for a billing invoice• Modify salespeople commissions for a billing invoice• Modify billing amounts for a posted billing invoice for a Time and Materials project• Modify payments and charges for a posted invoice for a Time and Materials project• Print billing invoices

Default billing formats for customers, contracts, and projects

The billing format that will be used when you print billing invoices depends on the billing formats that you’ve selected for customers, contracts, and projects. See Group invoice formats into a billing format on page 16 for more information.

You can select the overall default billing format in the Biller Setup window. The default billing format will be used when you print billing invoices if no billing format has been specified for a customer, contract, or project. See Configure general settings for billing customers on page 19 for more information.

The billing format that you specify for a customer will be the default billing format for contracts for that customer. See Set up a customer record for billing on page 23 for more information. Likewise, the billing format that you specify for a contract will be the default billing format for projects for that contract. See Specify billing settings for a contract on page 64 and Specify billing settings for a project on page 71 in the Project Accounting Cost Management Guide for more information.

Use a billing cycle to generate billing invoices

You can generate a batch of billing invoices using a billing cycle. See Chapter 1, “Billing cycles,” for more information.

You can generate billing invoices for a customer, even though the customer record is on hold. See the Receivables Management documentation (Help > Printable Manuals) for more information.

Billing invoices can be generated for Open or Completed contracts and projects. See Contract, project, and cost category statuses on page 44 in the Project Accounting Cost Management Guide for more information.

P A R T 2 B I L L I N G P R O C E S S E S


Before you generate billing invoices, you can age customer balances and the Work In Progress (WIP) account to calculate outstanding balances for customers and projects. See Chapter 5, “Applying and aging,” for more information.

1. Open the Billing Cycle Batch Processing window.Transactions > Project > Billing > Cycle Biller

2. Enter or select a batch ID. See Manually create a batch for transactions on page 19 in the Project Accounting Accounting Control Guide for more information.

3. Select the billing cycle to use to generate billing invoices.

4. You can modify the billing date and cutoff date. See Create a billing cycle on page 9 for more information.

5. Select Create Empty Invoices to generate invoices for customers, even though the billing amounts are zero.

6. Select Include Empty Projects to include projects with zero billing amounts on billing invoices.

7. Select Print Report to create a log file after you generate billing invoices. You can modify the path to where the log file will be saved. The log file will list any errors that are encountered. See Configure general settings for billing customers on page 19 for more information.

8. In the One Invoice Per options, specify whether to print one invoice per customer, contract, or project. The option that you select also will limit billing to the customers, contracts, or projects that are assigned to the billing cycle.

If you specified various billing currency IDs for contracts for a customer, a separate invoice will be printed for each billing currency. Each separate invoice will include only contracts that use the same billing currency ID.

If you select to print one invoice per contract or project, you can select the billing address to use.

Customer The address selected in the Bill To field in the Customer Maintenance window. See the Receivables Management documentation (Help > Printable Manuals) for more information.


C H A P T E R 4 B I L L I N G I N V O I C E S

Contract The address selected in the Tax Address ID field in the Contract Settings window. See Specify billing settings for a contract on page 64 in the Project Accounting Cost Management Guide for more information.

Project The address selected in the Tax Address ID field in the Project Billing Settings window. See Specify billing settings for a project on page 71 in the Project Accounting Cost Management Guide for more information.

If you select to print one invoice per customer, the address selected in the Bill To field in the Customer Maintenance window will be used. See the Receivables Management documentation (Help > Printable Manuals) for more information.

9. Click Process.

Enter or modify a billing invoice

You can enter a billing invoice manually. However, we recommend that you use billing cycles to generate a batch of billing invoices using the billing frequency that you specified for the billing cycle. After the batch of billing invoices has been generated, you can modify the individual billing invoices, as necessary. See Use a billing cycle to generate billing invoices on page 27 for more information.

The data that you can enter depends on the permissions that you’ve been granted. See Grant billing invoice and return data entry permissions on page 22 for more information.

You can enter billing invoices for Open or Completed contracts and projects. See Contract, project, and cost category statuses on page 44 in the Project Accounting Cost Management Guide for more information.

Before you enter a billing invoice, you can age customer balances and the Work In Progress (WIP) account to calculate outstanding balances for customers and projects. See Chapter 5, “Applying and aging,” for more information.

You can use the Billing Inquiry window (Inquiry > Project > PA Transaction Documents > Biller Documents) to view posted or saved billing invoices, or you can use the Billing-Detail Inquiry window (Inquiry > Project > PA Transaction Documents > Billed Projects) to view billing invoice line item details.



1. Open the Billing Entry window.Transactions > Project > Billing > Billing Entry

2. Select the Invoice transaction type.

Select the TM Return transaction type to modify amounts on a billing invoice for a Time and Materials project. In the Reference Document No. field, enter the document number for the billing invoice that you're modifying amounts for.

3. Enter a document number and date.

4. Enter or select a batch ID. See Use a billing cycle to generate billing invoices on page 27 and also Manually create a batch for transactions on page 19 in the Project Accounting Accounting Control Guide for more information.

5. Select the customer that the billing invoice is for. You can enter the purchase order number from the customer.

6. Select the billing address for the billing invoice.

7. You can modify the cutoff date for billing. Cost transaction line items with dates after the cutoff date won’t be billed. The cutoff date must be on or before the billing date specified for the billing cycle. See Create a billing cycle on page 9 for more information.

8. Select the billing currency for the invoice.

The default currency will be the currency that you specified for the customer that the invoice is for in the Customer Maintenance Options window (Cards > Sales > Customer > Options button). If you haven’t specified a currency for the customer, the functional currency will be used. See the Receivables Management and Multicurrency Management documentation (Help > Printable Manuals) for more information.

You can click the Currency ID expansion button to enter or select an exchange rate to use.



9. For each line item on the billing invoice, select the projects to bill the customer for.

You bill only projects that use the same billing currency as the currency ID that you selected in the Currency ID field.

10. Click the Billings expansion button to select the cost categories to bill for the project and to modify billing amounts. See Select line items to bill and modify billing amounts for a Time and Materials project on page 32 and Modify billing amounts for cost categories for a Cost Plus or Fixed Price project on page 34 for more information.

11. Click the Fees expansion button to select the fees to bill for a project and to modify fee billing amounts. See Select fees to bill and modify fee billing amounts for a project on page 35 for more information.

12. Click the Trade Discount expansion button to enter a trade discount amount or percentage for a Time and Materials project.

13. You can modify the tax schedule used to calculate taxes for the line item. You also can modify the purchase order number for the line item.

14. Click More Info to enter payments, taxes, and other charges for the billing invoice. See Enter payments, taxes, and other charges for a billing invoice on page 36 for more information.

15. Click Commissions to modify salesperson commissions for the billing invoice. See Modify salespeople commissions for a billing invoice on page 37 for more information.

16. Click Contract Notes to modify billing notes that you entered for contracts that the billing invoice is for.

17. Click Project Notes to modify billing notes that you entered for projects on the billing invoice.

18. Click Distribution to modify the allocation of transaction amounts to specific posting accounts. See Review and modify posting account distributions for transactions on page 20 in the Project Accounting Accounting Control Guide for more information.

19. You can click Print to print the billing invoice. The billing format that will be used depends on the billing formats that you’ve selected for the customer, contract, or project that the billing invoice is for. The printer that will be used depends on the printer that you specified for the user that is printing. See Default billing formats for customers, contracts, and projects on page 27 and Specify settings for users and printers for an invoice format on page 15 for more information.

Use the Print Billing Range window to print a batch of billing invoices. See Print billing invoices on page 40 for more information.

20. If the transaction is in a batch, click Save. Otherwise, click Post.



Select line items to bill and modify billing amounts for a Time and Materials project

You can select the line items to bill and modify billing amounts on a billing invoice for a Time and Materials project.

You can use the Time and Materials Billing Inquiry window (Inquiry > Project > PA Transaction Documents > T&M Billing) to view billing invoice line item details for Time and Materials projects.

1. Open the Time and Materials Billing window.Transactions > Project > Billing > Billing Entry > select a Time and Materials project > Billings expansion button

2. Select the cost transactions to display line items for in the scrolling window.

The amounts and percentages displayed in the Current column are totals for all posted cost transactions for the employee, equipment, miscellaneous, or vendor record that is listed in the Cost Owner column for the project. Click the Cost Owner expansion button to view a list of the cost transaction line items that have been entered for the cost owner.

3. In the Bill column, select the check box for line items to bill. Click Bill All or Do Not Bill All to select or clear all check boxes.

If the line item is for a change order, C- will be displayed next to the date in the Date column. You can’t select a change order line item for billing if the status of the corresponding change order is Unapproved. See Change order statuses on page 103 in the Project Accounting Cost Management Guide for more information.

4. In the Write Up/Down $ or Write Up/Down % column, enter a positive write-up amount or percentage or a negative write-down amount or percentage to modify the total amount to be billed.

If you enter a write-up amount or percentage and you’ve selected Recalculate Billing Rate during write up in TM in the Billing Settings window, the billing



rate or markup percentage will be recalculated. If you haven’t selected this option, the quantity for the line item will be adjusted.

If you enter a write-down amount or percentage and you’ve selected Recalculate Billing Rate during write down in TM in the Billing Settings window, the billing rate or markup percentage will be recalculated. If you haven’t selected this option, the quantity for the line item will be adjusted.

See Configure general settings for billing customers on page 19 for more information.

5. You can modify the quantity and amount to bill.

You can choose Extras > Options > Split or press CTRL + S to bill a partial quantity. See Bill a partial quantity for a billing invoice line item for a Time and Materials project on page 33 for more information.

6. You can modify the tax schedule used to calculate taxes for the line item.

You can click the Tax Amount expansion button to modify tax details for the tax schedule for the line item.

7. You can modify the trade discount amount for the line item.

8. You can modify the billing type for the line item. See Billing types on page 68 in the Project Accounting Cost Management Guide for more information.

9. A visual cue will be displayed in the Billing Rate column if the line item is for a Time and Materials project that uses the Billing Rate profit type. You can modify the billing rate. See Profit types for calculating billing amounts on page 49 in the Project Accounting Cost Management Guide for more information.

10. A visual cue will be displayed in the Markup% column if the line item is for a Time and Materials project that uses the Markup % profit type. You can modify the markup percentage. See Profit types for calculating billing amounts on page 49 in the Project Accounting Cost Management Guide for more information.

11. Click OK.

Bill a partial quantity for a billing invoice line item for a Time and Materials project

You can bill a partial quantity for a billing invoice line item for a Time and Materials project.

1. Open the Time and Materials Billing window.Transactions > Project > Billing > Billing Entry > select a Time and Materials project > Billings expansion button




3. Select the line item to bill a partial quantity for and choose Extras > Options > Split or press CTRL + S to open the Billing Entry Split window.

4. In the Move to Split field, enter the quantity to create a new billing invoice line item for. The original line item will be reduced by the quantity that you enter.

5. Click OK. The line item in the Time and Materials Billing window will be split into two line items. Select the check box in the Bill column for line items to bill.

Modify billing amounts for cost categories for a Cost Plus or Fixed Price project

You can modify billing amounts for cost categories for a Cost Plus or Fixed Price project. Billing amounts for Cost Plus and Fixed Price projects are determined by a percentage of completion calculation. See Project types on page 68 in the Project Accounting Cost Management Guide for more information.

You can use the Progress Billing Inquiry window (Inquiry > Project > PA Transaction Documents > Progress Billing) to view billing invoice line item details for Cost Plus and Fixed Price projects.

1. Open the Progress Billing Entry window.Transactions > Project > Billing > Billing Entry > select a Cost Plus or Fixed Price project > Billings expansion button

2. Select the cost transactions to display cost categories for in the scrolling window.



If the cost category includes amounts from a change order, C- will be displayed next to the cost category ID in the Cost Category ID column. The cost category won’t be billed if the status of the corresponding change order is Unapproved. See Change order statuses on page 103 in the Project Accounting Cost Management Guide for more information.

3. You can modify billing amounts.

4. You can modify the tax schedule used to calculate taxes for a cost category.

You can click the Tax expansion button to modify tax details for the tax schedule for the cost category.

5. If the project includes a Retentions fee and the project status is Completed, you can modify the retention amount for a cost category.

You can click Recalculate to display the original amounts that were calculated for the cost categories before you made changes.

6. Click OK.

Select fees to bill and modify fee billing amounts for a project

You can select the Project, Retainer, and Service fees to bill for a project and modify fee billing amounts on a billing invoice. To modify Retentions fee billing amounts for Cost Plus and Fixed Price projects, use the Progress Billing Entry window. See Modify billing amounts for cost categories for a Cost Plus or Fixed Price project on page 34 for more information.

You can use the Billable Fees Inquiry window (Inquiry > Project > PA Transaction Documents > Fee Billing) to view fees billed for projects.

1. Open the Billable Fees window.Transactions > Project > Billing > Billing Entry > Fees field > select a Project Number > Fees expansion button



The fees to be billed for the project will be displayed.

If a fee is the result of a change order, C- will be displayed next to the fee ID in the Fee ID column. The fee won’t be billed if the status of the corresponding change order is Unapproved. See Change order statuses on page 103 in the Project Accounting Cost Management Guide for more information.

2. You can modify the billing note for a fee.

3. You can modify billing amounts.

4. You can modify the tax schedule used to calculate taxes for a fee.

You can click the Tax Amount expansion button to modify tax details for the tax schedule for the fee.

5. If a Project fee includes a retention amount and the status for the project that the fee is assigned to is Completed, you can modify the retention amount for the fee.

You can click Default to display the original amounts for the fees before you made changes.

6. Click OK.

Enter payments, taxes, and other charges for a billing invoice

You can enter payments, taxes, and other charges for a billing invoice.

1. Open the Billing Entry – More Info window.Transactions > Project > Billing > Billing Entry > More Info button

2. Enter freight and miscellaneous charges for the billing invoice. Click the Freight or Miscellaneous expansion button to specify whether an amount is taxable, non-taxable, or based on the tax schedule for the customer record. If you select Taxable, select a tax schedule.

3. Click the Total Tax expansion button to view information about the tax details that are included in calculating tax for the billing invoice.



4. Click the Applied Retainer expansion button to enter the Retainer fee amount to be credited to the billing invoice. The On Account Amount in the Retainer Billings window includes Retainer fee amounts that have been paid by the customer. See Types of fees on page 57 in the Project Accounting Cost Management Guide for more information.

5. Select the payment terms for the billing invoice. You can click the Payment Terms ID expansion button to enter the amount or percentage discount that the customer will receive if payment terms are met.

6. Select a shipping method.

7. Enter cash, check, and credit card payments that have been made for the billing invoice. You can click the Cash, Check, or Credit Card expansion button to enter additional information about the payment.

8. If the customer will be given a discount for the billing invoice, enter the amount in the Terms Disc Taken field.

9. Click OK.

Modify salespeople commissions for a billing invoice

You can modify the commission amounts that salespeople will receive for a billing invoice. And while you can assign only one salesperson per contract, you can use the Commission Detail window to divide commissions among multiple salespeople. See Specify billing settings for a contract on page 64 in the Project Accounting Cost Management Guide for more information.

1. Open the Billing Commissions window.Transactions > Project > Billing > Billing Entry > Commissions button



2. Select a contract and click the Total Commissions expansion button to open the Commission Detail window.

3. Select the salespeople to receive commissions for the billing invoice. Select the sales territories to track commissions for.

4. In the Percent of Billing column, enter the percentage of the total billing amount to calculate commissions on or modify the total billing amount in the Commission Billing Amt column. Enter the percentage commission that a salesperson will receive in the Commission Percent column.

The Commission Amount column will be updated based on your entries.

5. Click OK.

Modify billing amounts for a posted billing invoice for a Time and Materials project

You can use the TM Return billing transaction type to modify billing amounts for a posted billing invoice for a Time and Materials project.


2. Select the TM Return transaction type.



5. In the Reference Document No. field, enter the document number for the billing invoice that you're modifying amounts for.

6. Select a project to modify billing amounts for.



7. Click the Billings expansion button to open the Time and Materials Return window.


The amounts and percentages displayed in the Invoiced column are totals for all posted billing invoice line items for the employee, equipment, miscellaneous, or item record that is listed in the Cost Owner column for the project. Click the Cost Owner expansion button to view a list of the billing invoice line items that have been entered.

9. In the Rtn column, select the check box for line items to return. Click Return All or Do Not Return All to select or clear all check boxes.

10. You can modify the quantity for the line item.

11. You can modify the tax schedule used to calculate taxes for the line item.

You can click the Tax Amount expansion button to modify tax details for the tax schedule for the line item.

12. You can modify the trade discount amount for the line item.

13. Click OK.

Modify payments and charges for a posted invoice for a Time and Materials project

You can use the TM Return billing invoice transaction type to modify payments, taxes, and other charges for a posted billing invoice for a Time and Materials project.


2. Select the TM Return transaction type.





5. In the Reference Document No. field, enter the document number for the billing invoice that you're modifying amounts for.

6. Click More Info to open the Billing Entry - More Info window.

7. Modify freight and miscellaneous charges. Click the Freight or Miscellaneous expansion button to specify whether an amount is taxable, non-taxable, or based on the tax schedule for the customer record. If you select Taxable, select a tax schedule.

8. Click the Total Tax expansion button to view information about the tax details that are included in calculating tax.

9. Select a shipping method.

10. Modify cash, check, and credit card payments that have been made for the billing invoice. You can click the Cash, Check, or Credit Card expansion button to enter additional information about the payment.

11. In the Discount Returned field you can modify the discount that the customer was given for the billing invoice.

12. Click OK.

Print billing invoices

You can print a batch of billing invoices or select a range of document numbers to print billing invoices for.

1. Open the Print Billing Range window.Transactions > Project > Billing > Print Biller Documents

2. Select whether to print Work (saved) or Open (posted) billing invoices, or invoices that have been moved to history. See Clear paid billing invoices from lookup windows on page 51 in the Project Accounting Accounting Control Guide for more information.



3. Select Document Range to print billing invoices based on a range of document numbers and enter the range. Select Batch to print a batch of billing invoices and select the batch.

4. Select the billing format to use.

• Select a billing format and select Override to use that billing format instead of the billing formats that have been assigned to the customers, contracts, or projects that the billing invoices are for.

• Select Use Document Bill Format to use the billing formats that have been assigned to the customers, contracts, or projects that the billing invoices are for.

See Default billing formats for customers, contracts, and projects on page 27 for more information.

• Select Multicurrency to use the version of the billing format that is set up for multiple currencies. You must have Include Multicurrency Info selected in the Posting Setup window (Tools > Setup > Posting > Posting) for the Billing Entry origin for the Project series. See the System Setup documentation (Help > Printable Manuals) for more information.

5. In the Collate by and then by lists, select the sequence to print the billing invoices in.

6. Click Print.


Chapter 5: Applying and agingThis part of the documentation includes information for an accounts receivable administrator about applying payments from customers to projects. It also includes information about how to use aging to determine the number of days that billing invoice balances are past due and the number of days that work in progress and accrued revenue amounts have remained unbilled.


• Apply payments, credits, and returns to billing invoices and project balances• Age billing invoice balances• Age work in progress amounts for projects that use the When Billed accounting method• Age unbilled accrued revenue amounts for Time and Materials projects

Apply payments, credits, and returns to billing invoices and project balances

You can apply customer payments, credit memos, and billing returns to billing invoices and project balances.

You can use the Billings and Payments Inquiry window (Inquiry > Project > PA Transaction Documents > Billings and Payments) to view billing invoices and customer payments for projects.

1. Open the Apply Sales Documents window.Transactions > Sales > Apply Sales Documents

2. Select a customer ID.

3. Select the document type and the document number to apply.

4. Enter an apply date.

5. Select the billing invoices to apply amounts to. You can modify the amount to apply in the Apply Amount column. You also can enter amounts in the Terms Taken and Writeoffs columns to increase or decrease the amount remaining to be applied to the billing invoice.



6. Click the Apply Amount expansion button to select the projects to apply amounts to. The Apply Projects window will open.

7. In the Default Apply First To list, select whether to apply amounts first to cost categories in project budgets or to fees for projects.

8. In the scrolling window, select the projects to apply amounts to. You can click Auto Apply to distribute amounts among projects in the scrolling window. Click Unapply to clear applied amounts for all projects in the scrolling window.

9. You can modify the amounts to be applied to cost categories in project budgets or to fees for projects.

10. You can modify the discounts or writeoff amounts to be applied to each project.

11. Click OK to close the Apply Projects window.

12. Click OK to close the Apply Sales Documents window.

Age billing invoice balances

You can age billing invoice balances to determine the number of days that the balances are past due. To be sure that calculations are accurate, you must enter and post all billing returns and customer payments before aging balances.

1. Open the Project Aging Process window.Tools > Routines > Project > Aging


C H A P T E R 5 A P P L Y I N G A N D A G I N G

2. Enter the date to age balances from. The document date for each billing invoice will be compared to this date to determine the age of each document.

Use the Receivables Management Setup window (Tools > Setup > Sales > Receivables) to set up aging periods. See the Receivables Management documentation (Help > Printable Manuals) for more information.

3. Select the customers to include billing invoices for.

4. An aging report will be printed after you age balances. Select Detailed to list billing invoices for each customer or Summary to display only customer totals. Select No Report to age without printing a report.

5. Click Process.

Age work in progress amounts for projects that use the When Billed accounting method

You can age work in progress amounts for cost transactions to determine the number of days that the amounts have remained unbilled for Time and Materials projects that use the When Billed accounting method.

To be sure that calculations are accurate, you must post all cost transactions before aging work in progress amounts.

1. Open the Project Aging WIP Process window.Tools > Routines > Project > Aging WIP

2. Enter the date to age work in progress amounts from. The document date for each cost transaction will be compared to this date to determine the age of each document.


3. Select the customers to include work in progress for.

4. A report will be printed after you age work in progress amounts. Select whether to summarize work in progress by customer, contract, project, or cost category.

5. Click Process.



Age unbilled accrued revenue amounts for Time and Materials projects

You can age accrued revenue amounts for cost transactions to determine the number of days that accrued revenue amounts have remained unbilled for Time and Materials projects that use the When Billed or When Performed accounting method.

1. Open the Project Aging Accrued Revenue window.Tools > Routines > Project > Aging Accrued Revenues

2. Enter the date to age accrued revenue amounts from. The document date for each cost transaction will be compared to this date to determine the age of each document.


3. Select the customers to include accrued revenue for.

4. A report will be printed after you age accrued revenue amounts. Select whether to summarize accrued revenue by customer, contract, project, or cost category.

5. Click Process.


Chapter 6: Billing suspensionThis part of the documentation includes information for an accounts receivable administrator about how to suspend billing for customers, contracts, and projects.

When you suspend billing, you can’t enter or post billing transactions for the project or projects until you clear the Closed to Billings option for the customer, contract, or project record.


• Suspend billing for a customer• Suspend billing for a contract• Suspend billing for a project

Suspend billing for a customer

You can suspend billing for a customer. When you close a customer record to billing, billing transactions can’t be entered or posted for projects for the customer.

1. Open the PA Customer Options window.Cards > Sales > Customer > select a Customer ID > Project button

2. Select Closed to Billings.

3. Click OK.

Suspend billing for a contract

You can suspend billing for a contract. When you close a contract to billing, billing transactions can’t be entered or posted for projects for the contract.

1. Open the Contract Maintenance window.Cards > Project > Contract

2. Select a customer ID and enter a contract ID.



Suspend billing for a project

You can suspend billing for a project. When you close a project to billing, billing transactions can’t be entered or posted for the project.

1. Open the Project Maintenance window.Cards > Project > Project

2. Select a project number.




Glossaryaccess list

An employee access list or an equipment access list. The list of employees who can enter transactions for a specific project, or the list of equipment that can be used when entering equipment log transactions for a specific project.

accountThe type of record—asset, liability, revenue, expense or owner’s equity—traditionally used for recording individual transactions in an accounting system.

account balanceThe difference between the debit amount and the credit amount of an account.

account formatThe structure defined for account numbers, including the number of segments in the format and the number of characters in each segment.

account numberThe identifying alphanumeric characters that have been assigned to an account.

account segmentA portion of the account format that can be used to represent a specific aspect of a business. For example, accounts can be divided into segments that represent business locations, divisions, or profit centers.

account segment numberA number that represents a particular area of a business or an account category. Using account 01-200-1100, for example, account segment number 01 might represent a particular site, 200 might represent a department located at that site, and 1100 might represent the Cash account for that site and that department. Descriptions can be entered for each account segment number and appear on General Ledger reports.

accounting methodA method used to calculate revenue for a project or contract. Accounting methods include: Completed, Cost-to-Cost, Effort-Expended, Effort-Expended Labor Only, When Billed, and When Performed.

accrued revenueRevenue that has been earned for actual project costs, but not collected. For Time and Materials projects, accrued revenue is based on forecast billing amounts for both saved and posted cost transactions. For Cost Plus and Fixed Price projects, revenue is accrued when you recognize revenue.

active employeeAn employee whose records are active and that you can include in transactions that require employee IDs.

actualA project budget amount that represents cost and billing amounts based on the transactions that you’ve entered. You can use actual amounts to measure project performance against forecast and baseline budget amounts.

adjusting transactionA transaction that you can enter to reverse—or to reverse and correct—line item entries on posted timesheets, employee expense transactions, equipment logs, or miscellaneous logs.

adjustmentIncreases or decreases to inventory quantities based on receivings or allocations.

ageTo subtract the document date from the date you’re aging from to determine the age of the document.

agingThe process that determines the maturity of a document or account, or the number of days that the document or account has been outstanding. Aging places each transaction in the appropriate current or past-due aging category.

analysisThe process of evaluating the condition of an accounting record and possible reasons for discrepancies.

applyingThe process of linking the payment amount to amounts from one or more documents that are being paid.

audit trailA series of permanent records used to track a transaction to the point where it was originally entered in the accounting system. The audit trail can be used to verify the accuracy of financial statements by outside accountants or auditors.

bank cardA type of credit card whose payments may be treated as cash by the business receiving the payment. Bank cards differ from charge cards, whose payments must be collected from the company issuing the card before they can be considered received.

base unit of measureTypically, the smallest quantity on a Unit of Measure schedule in which items can be bought or sold. The base unit of measure is common to all named quantities entered for a Unit of Measure schedule. For example, for the item “soda,” the base unit of measure might be “Can” because all the other units of measure are multiples of a single can.

baselineA project budget amount used as a basis for comparison to measure project performance. Baseline amounts are entered to estimate cost and billing amounts for a project. You can measure project performance by comparing forecast and actual amounts against the baseline. Project managers typically refer to the cost baseline, which is created during cost budgeting. Baseline amounts for billing also are calculated in Project Accounting.

batchA group of transactions identified by a unique name or number. Batches are used to conveniently group transactions, both for identification purposes and to speed the posting process.

batch postingAn option used to post a group of transactions identified by a unique name or number.

begin dateThe date that you can begin entering cost transactions using a specific cost category in a project budget.

billable amountAn amount that you can bill customers for. The default billing type for a cost category is STD, or Standard, meaning that transaction amounts that you enter using the cost category will be billable.

billingTo generate and print invoices to charge customers for items or services that have not been paid for.

billing currencyThe currency used on a billing invoice.

billing cycleA record that identifies when and how often to bill customers for projects. Billing invoices can be generated using billing cycles.

billing discountsA percentage that is deducted from the overall billing amount for a contract or project.

billing formatA group of invoice formats that have been selected to be printed together when billing customers.

G L O S S A R Y


billing frequencyThe frequency that a billing cycle will be used to create billing invoices for a customer.

billing invoiceA transaction that you can use to charge customers for items purchased and services rendered for a project. Also refers to the document that you print to send to the customer to bill them.

billing noteThe information that you can type in the Billing Note window for contracts, projects, cost categories, fees, and cost transactions that will appear on billing invoices. You can click the billing note button adjacent to a field to enter a billing note.

billing rateThe amount that a customer is billed for a single unit quantity of an item or time.

billing returnA transaction that you can use to credit customers for amounts that have been billed using a billing invoice. You only can enter billing returns to credit customers for billed amounts for Time and Materials projects.

billing transactionA billing invoice or billing return.

billing typeA selection that specifies whether and how a project cost will be billed. Billing types include Standard, Non-billable, and No Charge. They are abbreviated STD, N/B, and N/C.

business managerA person who manages the business functions for a project, such as contracting, planning, scheduling, budgeting, and so forth.

cashReady money or its equivalent that a bank will accept at face value. Cash includes coins; paper money; certain deposited negotiable instruments such as checks, bank drafts, and money orders; amounts in checking and savings accounts; and demand certificates of deposit.

cash budgetA budget that presents expected cash flow—both in and out—for a designated time period.

cash receiptA document used to record payments and deposits received from customers.

change orderA transaction that you can use to modify project budgets and fee assignments and to enter quote information for projects. Change order types include Internal, Company, and Customer.

change order statusIndicates the progress of a change order. Change order statuses include Approved, Canceled, Completed, Pending, and Unapproved.

checkA written order on a bank to pay a sum of money from funds in an account. Checks show the name of the company or individual receiving payment, the signature and account number of the person issuing the check, the payment amount and the current date. Checks usually are numbered in sequence.

checkbookAn account used to maintain a currency balance and to track cash that is received and disbursed.

classA group of records that share common characteristics.

closeTo suspend or end cost accruals for a customer, contract, or project.

combined revenueThe result of adding together revenue from a group of projects within a contract, or from separate cost categories within a project budget.

commissionThe amount, usually a percentage of the sale amount, paid to the salesperson making the sale.

contractA group of projects that a contractor completes for a customer, and for which the contractor bills the customer for various costs.

contract amountThe sum of the project amounts in a contract. The original contract amount is the sum of the project amounts in the contract, not including change orders. The revised contract amount is the sum of the project amounts in the contract, including change orders. The contract amount also includes taxes, trade discounts, freight, and miscellaneous charges.

contract classA group of contracts. You can use contract classes to define parameters for contracts within the group.

contract managerThe person who oversees all aspects of contract preparation and administration.

contract statusThe progress of a contract. Contract statuses include Closed, Completed, Estimate, On Hold, Open, and additional statuses that you can name.

contract templateA framework that contains information for creating a new contract record.

contract totalSee contract amount.

cost categoryThe framework used to track and group expenses by kind for a project budget. You must select the type of cost transaction that a cost category will be used for and whether or not inventoried items will be used with the cost category.

cost category classA group of cost categories. You can use cost category classes to define parameters for cost categories within a group.

cost category statusThe progress of a cost category in a project budget. Cost category statuses include Closed, Completed, Estimate, On Hold, and Open.

cost descriptionA user-defined name for a cost transaction type that will be displayed for the transaction in various windows.

cost of revenueAn amount that is calculated as total cost minus overhead.

Cost Plus projectA type of project in which the customer pays for actual project costs plus a fee. Each billing invoice is for a percentage of the final total that is calculated using forecast budget amounts.

cost transactionA transaction that you enter to track project costs. Cost transactions include timesheets, employee expense transactions, equipment logs, miscellaneous logs, inventory transfers, return from project transactions, shipment receipts, and shipment/invoice receipts.

creditTo enter an amount that decreases the balance of an asset or expense account or increases a liability, owners’ equity, or revenue account; the right side of any T account.


G L O S S A R Y

credit cardCards used to pay for items instead of a check, cash, or other method. The amount due is then billed by the credit card company. Using the Credit Card Setup window, cards used to make payments can be classified as credit cards or check cards. Cards accepted as payment by a company can be classified as bank cards or charge cards.

credit memoA document that credits a customer’s or vendor’s account and explains the reason for the credit.

currencyAny form of money, including bills and coins, used as a medium of exchange.

customerThe entity with which a business unit conducts a business transaction.

customer aliasA string of up to five characters for a specific customer used as the basis for creating a contract number for the customer.

customer classA group of customers that you can define parameters for.

customer paymentA transaction to track money that is paid by a customer for goods or services.

debitTo enter an amount that increases an asset or expense account, or decreases the balance of a liability, owners’ equity or income account; the left side of any T account.

departmentA business division that incurs costs and/or generates revenue.

department codeA unique alphanumeric name used to identify a department.

detailsIndividual amounts that you enter in a transaction, as opposed to summary, which is the calculated total amounts.

discount availableA reduction in the amount payable, typically offered if the payment is made by a certain date.

discount dateThe date an invoice must be paid for a discount to be valid.

distribution accountsAccounts designated to receive a percentage or part of a posted transaction, or accounts assigned to a fixed or variable allocation account that will receive a percentage of posted transaction amounts.

distributionsThe manner in which amounts from a transaction are divided up among posting accounts.

documentAll the information entered for a single, complete transaction, including distribution amounts (if any).

document dateThe date when a document or transaction is created.

document numberA number that identifies a group of entries that have been posted as a single, complete transaction.

earned value analysisA method for measuring project performance. It indicates how much of the budget should have been spent in view of the amount of work completed so far and the baseline cost for the project.

earningsThe net income for a contract or project.

employeeA person who works for your company and receives payment for work performed.

employee access listThe list of employees who can enter transactions for a specific project.

employee classA group of employees that you can define parameters for.

employee expense transactionA transaction that you enter to track project costs that are incurred by an employee while working on a project, for example, travel expenses.

employee rate tableA list of employees and the cost and profit for whenever an employee works on a project.

end dateThe last day that you can enter cost transactions using a specific cost category in a project budget.

equipmentMachines, tools, or other equipment used for a project.

equipment access listThe list of equipment that can be used when entering equipment log transactions for a specific project.

equipment classA group of equipment records that you can define parameters for.

equipment logA transaction used to track the cost for using equipment for a project.

equipment rateThe amount that you bill a customer per unit of time for using a piece of equipment for a project.

equipment rate tableA list of equipment and the cost and profit for whenever the equipment is used for a project.

feeAn amount that a customer pays for services over and above project costs. Also, an amount that is paid in advance or an amount that is withheld until project completion. Fees include Project, Service, Retainer, and Retentions.

fee calculation methodA method of determining how a fee is calculated and the fee frequencies that you can select for a fee. Fee calculation methods include % of Baseline Cost, % of Baseline Revenues, Fee Amount, and Retention Percent.

fee frequencyA framework for when and how often a customer is billed for a fee. Fee frequencies include At Project Completion, Per Invoice, and Scheduled.

fee templateA framework that contains information for creating a new fee record.

Fixed Price projectA type of project in which the customer pays a predetermined amount for the entire project. Each billing invoice is for a percentage of the predetermined total billing amount.

fiscal periodDivisions of the fiscal year, usually monthly, quarterly, or semiannually, when transaction information is summarized and financial statements are prepared.

fiscal yearAn accounting cycle composed of up to 30 consecutive periods, spanning the number of days in a year. In Australia and New Zealand, the fiscal year is referred to as a financial year.

forecastA project budget amount that you can modify as a project progresses to represent expected results. Forecast amounts are subjective. You can use forecast amounts to measure project performance against baseline and actual amounts.

G L O S S A R Y


freightAn amount paid to a carrier for transporting goods.

functional currencyThe primary currency in which a company maintains its financial records. Typically, the functional currency is the currency for the country/region where the company is located.

historyA record of transactions for previous and current years.

inactive employeeAn employee record that is unavailable to use.

inventoried itemAn item that quantities are tracked for.

inventoryGoods produced or purchased to be used or sold at a later time.

inventory transferA transaction to move items from inventory to a project, or from a project to inventory.

invoice formatA framework that contains information for the layout and content of a printed billing invoice.

invoice receiptA transaction that tracks the receipt of an invoice from a vendor for items that have been received or are expected to be received from the vendor for a purchase order for a project.

itemThe name for a product or service. Items include inventoried and non-inventoried items.

item numberA number that identifies one type of inventoried item. Inventoried items can be used in transaction entry only if item numbers have been assigned.

journal entryA transaction recorded in a formalized manner by entering an account and debit and credit amounts.

labor listSee employee access list.

labor rate tableA generic term for an employee rate table or position rate table.

line itemA single entry in a transaction that typically includes an item, quantity, and cost.

lookup windowA window that displays a list of accounts, customers, jobs, or other items in the accounting system. Lookup windows for a specific field are displayed by choosing the lookup button next to the field.

lot numberA number provided by the manufacturer that can be used for tracking quantities of a specific item (for example, a roll of carpet or a roll of wire).

main segmentThe segment of posting accounts that has been designated as the sorting option for accounts on financial statements. Typically, the main segment is used to indicate whether the account is an asset, liability, owners’ equity, revenue or expense account.

miscellaneous classA group of miscellaneous records. You can use miscellaneous classes to define parameters for miscellaneous records within the group.

miscellaneous expenseAn additional expense for a project that can’t or shouldn’t be tracked using timesheets, employee expense transactions, equipment logs, inventory transfers, shipment receipts, or shipment/invoice receipts.

miscellaneous logA transaction to track additional expenses for a project that can’t or shouldn’t be tracked using timesheets, employee expense transactions, equipment logs, inventory transfers, shipment receipts, or shipment/invoice receipts.

non-inventoried itemAn item that quantities aren’t tracked for.

<NONE> cost categoryUsed to indicate that a line item on a transaction is not to be tracked using a cost category.

<NONE> project numberUsed to indicate that a line item on a transaction is not to be tracked for a specific project.

originating currencyThe foreign currency that a multicurrency transaction was conducted in.

overheadAn indirect project cost, such as electricity, administration, and insurance.

overhead calculation methodA method of calculating overhead for employees and vendors, and when entering timesheets, employee expense transactions, equipment logs, and miscellaneous logs. Also determines how overhead is calculated for projects, cost categories, and cost categories in project budgets. Overhead calculation methods include Amount per Unit and Percentage of Actual Cost.

path nameA location on a computer or in a network where files are created and stored.

pay codeA code used to identify a specific type and rate of pay.

pay rateThe amount an employee is paid for working a period of time.

payment methodThe form of payment. Examples include check, cash, or credit card.

payment termsConditions for payment that are extended to customers and that vendors may extend to a company.

periodic budgetA budget for estimating and tracking costs, quantities, and billing amounts for a project by fiscal period.

position codeA unique alphanumeric name used to identify a defined role within an organization.

position rate tableA list of positions and the cost and profit for whenever an employee works in a specific position on a project.

postingA procedure to make temporary transactions a part of a business’s permanent records; to update accounts by transaction amounts. In manual accounting, posting transfers journal entries to the proper accounts in a general ledger.

posting accountA financial account that tracks assets, liabilities, revenue or expenses. These accounts will appear on financial statements and other reports.

posting dateThe date that a transaction is recorded in General Ledger.


G L O S S A R Y

pre-billing worksheetA report that includes detailed information and space to include comments about the billing invoices that you plan to generate. There are two types of pre-billing worksheets: in-process worksheets that include saved billing invoices; and billable worksheets, which include all billing invoices.

price levelUsed to specify different prices for an item or group of items, depending upon who it’s being sold to. For example, you might charge one price if you’re selling to a retail customer and another price to a wholesale customer. You don’t need to assign all price levels to all units of measure; be sure that each unit of measure can be used with every price level at which you might want to sell it.

profit typeA method of calculating profit based on project type. Profit types include % of Actual, % of Baseline, Billing Rate, Markup %, None, Price Level, Profit/Unit - Fixed, Profit/Unit - Variable, and Total Profit.

progress billingA method of billing customers for the percentage of project completion, based on either cost or quantity, for a Cost Plus or Fixed Price project.

projectA task with a budget to complete a deliverable for a contract.

project amountThe total cost for a project. The project amount calculation depends on whether the project is a Cost Plus, Fixed Price, or Time and Materials project.

project budgetThe planned revenue and expenses for a project categorized by cost. You can include various cost categories in the budget, and then specify baseline and forecast amounts for each cost category. You then can compare actual costs to budgeted costs.

project budget totalsThe baseline, forecast, and actual total revenue and expense amounts for a project and its various cost categories.

project classA group of projects defined by parameters within the group.

project managerThe person who leads a project team and is responsible for completing projects and meeting objectives using project management.

project numberAn alphanumeric name used to identify a project.

project statusThe progress of a project. Project statuses include Closed, Completed, Estimate, On Hold, Open, plus additional statuses that you can name.

project templateA framework that contains information to create a new project record.

project typeA project classification used to determine how project costs are calculated and how customers are billed. Project types include Cost Plus, Fixed Price, and Time and Materials.

purchase orderA document that authorizes you to purchase items from vendors for projects.

purchase order formatA framework that contains information for the layout and content of a printed purchase order.

purchases/materialRefers collectively to purchase orders, shipment receipts, shipment/invoice receipts, invoice receipts, and inventory transfers with non-inventoried items.

purchasing documentA purchase order that you enter to purchase items from vendors for projects. General ledger accounts and inventory quantities aren’t updated when you enter a purchase order, which is why it is referred to as a document and not a transaction.

purchasing transactionA transaction that you enter to track the receipt of items and invoices from vendors for purchase orders for projects. Purchasing transactions include shipment receipts, shipment/invoice receipts, and invoice receipts.

rate tableA list of employees, equipment, or positions used to calculate cost and profit for whenever they are used for a project.

reconcileA procedure that compares corresponding data in different logical tables and removes any “orphan” records. Reconciling also verifies that information stored in two different tables is the same, and if there are discrepancies, changes the information in the table being reconciled to match the information in the table it’s being compared to.

recurring batchA batch that will be posted repeatedly, according to the selected frequency. An example of a recurring batch would be one to record monthly rent expense. In Australia and New Zealand, transactions entered in a recurring batch are referred to as standing transactions.

reference document numberA number that identifies a transaction that a Referenced transaction has been posted for.

referenced transactionA transaction used to correct the quantities on a posted cost transaction.

report optionA collection of entries that specify the amount of information or the type of information that appears on a report. Multiple report options can be created.

reporting currencyA currency that is used to convert functional currency amounts to another currency on inquiries and reports. This calculation uses a spot exchange rate entered when the inquiry or report is generated.

return from project transactionA transaction used to return items from projects to vendors.

revenueThe income generated as the result of activities related to a project or contract.

revenue recognitionA feature that allows you to recognize revenue for Cost Plus and Fixed Price projects. When you bill customers for these projects, the billing amounts are not recognized as revenue on Profit and Loss Statements. Revenue recognition will update the financial statement.

revenue recognition calculation method

The method of determining revenue amounts when recognizing revenue using revenue recognition transactions.

revenue recognition cycleA record that identifies when and how often to recognize revenue for contracts and projects. Revenue recognition cycles can be used to automatically generate revenue recognition transactions.

revenue recognition transactionA transaction used to recognize earnings from projects as revenue for the company.

salary payA pay code that’s used for employees who are paid a specific amount each pay period.

salespersonA person who sells a company’s goods or services.

G L O S S A R Y


serial numberA number assigned to a specific inventory item to identify it and differentiate it from similar items with the same item number.

shipment receiptA transaction used to record merchandise received from a vendor.

shipment/invoice receiptA transaction used to record merchandise received from a vendor, accompanied by an invoice.

shipping methodA method of transportation for goods or services. Default shipping methods are provided with the accounting system and can be modified for a specific business.

single-use batchA batch that is created, posted once and then automatically deleted from the system after all transactions in the batch are posted.

siteA store, warehouse or other location from which business or store items are sold.

standard transactionA basic timesheet, employee expense transaction, equipment log, or miscellaneous log.

summaryThe calculated total amounts for a transaction.

SUTAAn acronym for “state unemployment tax.” This is the state unemployment tax paid by an employer to provide for payments of unemployment compensation to workers who have lost their jobs.

tax detailA definition of a tax that may apply to sales or purchases. Tax details are grouped into tax schedules.

tax scheduleGroups of tax details that define each tax that may apply to sales or purchases. When tax schedules are assigned to vendors, the applicable taxes will be calculated during transaction entry.

templateA framework that contains information for creating a new contract, project, or fee record.

territoryA division of the regions in which a company’s products are sold, often separated from other divisions by geographical location.

third-party customerA customer who is the customer of an individual or business that you are billing for a contract.

third-party customer listA list that you can use to bill a customer who is the customer of the individual or business that you are billing for a contract.

Time and Materials projectA type of project in which the customer is billed for project costs as they are incurred. The amount that the customer is billed is based on billing rates or markup percentages for time and materials used for the project. Time includes the time that employees spend working on a project and for equipment used for the project. Materials include inventoried and non-inventoried items used for the project.

timesheetA transaction entered to track the cost of time for an employee on a project.

total billingsThe sum of the amounts billed for a contract or project.

total costThe sum of the actual cost amounts incurred for a contract or project.

total revenueThe sum of the revenue amounts recognized for a contract or project.

trade discountA discount given by a vendor or received by a customer. The rate is calculated at the time of a purchase or sale and is added to payment term discounts that also may be offered. Trade discounts only can be applied to Time and Materials projects.

transactionAn event or condition that is recorded in asset, liability, expense, revenue and/or equity accounts.

transaction dateThe date when a transaction occurred; not necessarily the date that it was entered into the system.

transaction historyA record of transactions for a previous year or a record of a fully applied transactions.

transaction ownerThe type of record that a transaction is entered for. For example, an employee is the transaction owner for timesheets and employee expense transactions.

unbilled revenueRevenue that has been realized for Time and Materials projects but hasn’t been billed, or revenue that has been recognized for Cost Plus and Fixed Price projects but hasn’t been billed.

unitA single quantity of an item.

unit costThe amount per unit that you paid for an item you’re planning to sell or consume.

unit of measureThe quantities in which your business buys or sells an item.

unit of measure scheduleA group of related named quantities.

userA person working with software on a computer; a computer operator.

user classA group of users. You can use user classes to define parameters for users within the group.

user-defined fieldA field that can be used to track information specific to your company.

user-defined field labelThe name for a user-defined field.

valuation methodThe method by which you track the cost of an item from the time you receive it until you sell it. Different businesses and industries typically use different valuation methods, which are sometimes specified by law. In most locations, strict legal limits are in place concerning changing the valuation method once you’ve begun using a particular one. Valuation methods include FIFO Perpetual, FIFO Periodic, LIFO Perpetual, LIFO Periodic, and Average Perpetual.

vendorA person or company providing goods or services in return for payment.

vendor classA group of vendors. You can use vendor classes to define parameters for vendors within the group.

WIP (Work In Progress)The project costs that customers haven’t been billed for.

workers’ compensation taxTaxes paid by the employer for insurance covering injuries incurred on the job. Workers’ compensation is paid to the state government.


G L O S S A R Y

write downTo arbitrarily reduce a calculated billing amount on a billing invoice.

write upTo arbitrarily increase a calculated billing amount on a billing invoice.

writeoffA process used to adjust small differences between an invoice amount and a payment or an amount that a business chooses not to pay on a vendor account. A writeoff is deducted from the account total.


IndexAaging

billing invoice balances 44unbilled revenue for Time and

Materials projects 46work in progress amounts for cost

transactions 45Apply Projects window

applying or unapplying customer payments and billing returns to project balances 43

opening the window 43applying

billing returns to project balances 43customer payments to cost categories

19customer payments to fees 19customer payments to project

balances 43unapplying billing returns from

project balances 43unapplying customer payments from

project balances 43

Bbatches, billing cycles for automatic

billing invoices 27Billable Fees Inquiry window, viewing

fees billed for projects 35Billable Fees window

modifying fees for billing invoices 35opening the window 35

Billing Commissions windowmodifying commissions on billing

invoices 37opening the window 37

billing currenciesbilling cycles 27billing invoices 29

Billing Cycle Batch Processing windowgenerating billing invoices 27opening the window 27

Billing Cycle Maintenance windowcreating billing cycle records 9opening the window 9

billing cyclesautomatic billing invoice batches 27billing frequency 9creating 9customer classes 22customer records 23log files 19

Billing Entry - More Info windowentering freight for billing invoices 36entering payments for billing

invoices 36entering tax information for billing

invoices 36

Billing Entry - More Info window (continued)

opening the window 36Billing Entry Split window

billing partial quantities for Time and Materials projects 33

opening the window 33Billing Entry window

entering billing invoices 29entering billing returns for Time and

Materials projects 29opening the window 29

Billing Format Setup windowgrouping invoice formats into billing

formats 16opening the window 16

billing formatscustomer classes 22customer records 23default formats for printing 27grouping invoice formats 16

billing frequency, billing cycles 9Billing Inquiry window

viewing billing invoices for customers 29

viewing billing returns for customers 29

billing invoicesaging balances 44bill partial quantities for Time and

Materials projects 33billing amounts for Cost Plus projects

34billing amounts for Fixed Price

projects 34billing cycle records 9billing cycles for automatic batches 27billing formats for customer classes

22billing formats for customer records

23billing notes 13, 16billing overview 9billing returns for Time and Materials

projects 29commissions 37cutoff date for billing 27data entry permissions 22default formats for printing 27empty projects 27entering 29fees 35fully billed fees 19grouping invoice formats into billing

formats 16including empty projects 27invoice formats 11line items to bill for Time and

Materials projects 32names for fees 15printers for users 15

billing invoices (continued)printing 40printing billing invoices 29setting up invoice formats 11summary options 14taxes and other charges 36trade discounts for Time and

Materials projects 29viewing 29

billing notes 16billing invoices 11, 13contracts on billing invoices 29fees on billing invoices 35

billing ratesbilling invoices for Time and

Materials projects 32recalculating for write down amounts

19recalculating for write up amounts 19

Billing Report Fees Setup windowopening the window 15specifying names for fees for invoice

formats 15Billing Report Setup window

including billing notes on invoice formats 13

including information on invoice formats 11

opening the window 11Billing Report Transactions Setup window

including cost transaction information on invoice formats 13

opening the window 13billing returns

applying to project balances 43Time and Materials projects 29

Billing Setup Options windowgranting billing invoice data entry

permissions 22opening the window 22

Billing Setup windowopening the window 19setting up billing 19

billing types, billing invoices for Time and Materials projects 32

Billing-Detail Inquiry windowviewing billing invoices for projects

29viewing billing returns for projects 29

Cchange orders

billing invoices for Cost Plus projects 34

billing invoices for fees 35billing invoices for Fixed Price

projects 34billing invoices for Time and

Materials projects 32changes since last release, information

about 5

I N D E X


Commission Detail windowmodifying commissions on billing

invoices 37opening the window 37

commissionsbilling invoices 37Retainer fees 19

Completed project status 35Contract Maintenance window,

suspending contract billing 47contracts

aging unbilled revenue for Time and Materials projects 46

aging work in progress amounts for cost transactions 45

billing cycle IDs 27billing notes for billing invoices 13default formats for printing 27invoice formats 11setting up invoice formats 11suspending billing 47

cost categoriesaging unbilled revenue for Time and

Materials projects 46aging work in progress amounts for

cost transactions 45applying customer payments to 19billing invoices for Cost Plus projects

34billing invoices for Fixed Price


Materials projects 32summarizing billing invoice line

items 14summarizing billing invoice line

items by cost category class 14cost category classes, summarizing billing

invoice line items 14Cost Plus projects

billing invoices 34billing returns 34invoice formats 11

currencies, billing invoices 29current installation instructions, accessing

on the Web 5current upgrade information, accessing on

the Web 5customer classes

billing cycles 22revenue recognition cycles 22

customersaging billing invoice balances 44aging unbilled revenue for Time and


cost transactions 45applying billing returns to project

balances 43applying payments to cost categories

19

customers (continued)applying payments to fees 19applying payments to project

balances 43billing cycle IDs 27billing cycles 23billing cycles for automatic billing

invoice batches 27billing cycles for customer classes 22billing invoices 29billing returns 29default formats for printing 27fees 9revenue recognition cycles 23revenue recognition cycles for

customer classes 22suspending billing 47unapplying billing returns from

project balances 43unapplying payments from project

balances 43

Ddocumentation

accessing on the Web 5symbols and conventions 3

Eemployee classes, summarizing billing

invoice line items 14employee expense transactions



billing notes for billing invoices 13setting up invoice formats 13

employees, summarizing billing invoice line items 14

equipment, summarizing billing invoice line items 14

equipment classes, summarizing billing invoice line items 14

equipment logsaging unbilled revenue for Time and


cost transactions 45billing notes for billing invoices 13setting up invoice formats 13

Ffees

applying customer payments to 43billed for projects 35billing customers 9billing invoices 35billing notes for billing invoices 13billing Retentions fees using progress

billing 35commissions on Retainer fees 19

fees (continued)descriptive names on billing invoices

11details on billing invoices 19invoice formats 11itemized amounts on billing invoices

11names for invoice formats 15Project fee amounts on billing

invoices 35Retainer fee amounts on billing

invoices 35Service fee amounts on billing

invoices 35taxes on Retainer fees 19

Fixed Price projectsbilling invoices 34billing returns 34invoice formats 11

Hhelp, displaying 4Help menu, described 4history


billing invoices for customers 29billing invoices for Fixed Price

projects 34billing invoices for projects 29billing invoices for Time and

Materials projects 32billing returns for Cost Plus projects

34billing returns for customers 29billing returns for Fixed Price projects

34billing returns for projects 29billing returns for Time and Materials

projects 32fees billed for projects 35

Iicons, used in manual 3installation instructions, accessing on the

Web 5inventory transfers


invoice formats 11billing notes for billing invoices 13default formats for printing 27grouping into billing formats 16names for fees 15printers for users 15setting up 11

invoice receiptsaging unbilled revenue for Time and


cost transactions 45


I N D E X

invoice receipts (continued)billing notes for billing invoices 13setting up invoice formats 13

Llookup window, displaying 4

Mmiscellaneous classes, summarizing

billing invoice line items 14miscellaneous logs




Nnavigation, symbols used for 3new features, information about 5

PPA Customer Class Options window

assigning revenue recognition cycles to customer classes 22

specifying billing settings for customer classes 22

PA Customer Options windowassigning revenue recognition cycles

to customer records 23opening the window 47specifying billing settings for

customer records 23suspending customer billing 47

position codes, summarizing billing invoice line items 14

Print Billing Range windowopening the window 40printing billing invoices 40

Print Setup windowopening the window 15specifying settings for invoice

formats 15printing, printers for users for billing

invoices 15product documentation, accessing on the

Web 5progress billing


billing invoices for Fixed Price projects 34

billing returns for Cost Plus projects 34

billing returns for Fixed Price projects 34

Retentions fees 35Progress Billing Entry window

modifying billing invoices for Cost Plus projects 34

Progress Billing Entry window (continued)modifying billing invoices for Fixed

Price projects 34opening the window 34

Progress Billing Inquiry windowviewing billing invoices for Cost Plus

projects 34viewing billing invoices for Fixed

Price projects 34viewing billing returns for Cost Plus

projects 34viewing billing returns for Fixed

Price projects 34Project Aging Accrued Revenue window


opening the window 46Project Aging Process window

aging billing invoice balances 44opening the window 44

Project Aging WIP Process windowaging work in progress amounts for

cost transactions 45opening the window 45

Project feesbilled for projects 35billing invoices 35

Project Maintenance window, suspending project billing 47

projectsaging unbilled revenue for Time and


cost transactions 45applying billing returns to project

balances 43applying customer payments to

project balances 43billing cycle IDs 27billing invoices 29billing invoices for Cost Plus projects

34billing invoices for Fixed Price


Materials projects 32billing notes for billing invoices 13billing returns 29billing returns for Cost Plus projects

34billing returns for Fixed Price projects

34billing returns for Time and Materials

projects 32cutoff dates for billing 29default formats for printing 27empty projects on billing invoices 27fees billed 35invoice formats 11suspending billing 47

projects (continued)trade discounts for Time and

Materials projects 29unapplying billing returns from

project balances 43unapplying customer payments from

project balances 43

Rrequired fields, described 4resources, documentation 4Retainer fees

applying to billing invoices 36billed for projects 35billing invoices 35commissions 19taxes 19

Retentions feesbilled for projects 35progress billing 35

revenue recognition cyclescustomer classes 22customer records 23

Ssalespeople

commissions on billing invoices 37commissions on Retainer fees 19

Service feesbilled for projects 35billing invoices 35

shipment/invoice receiptsaging unbilled revenue for Time and



symbols, used in manual 3system requirements, accessing on the

Web 5

Ttax schedules, Retainer fees 19Time and Materials Billing Inquiry

windowviewing billing invoices for Time and

Materials projects 32viewing billing returns for Time and

Materials projects 32Time and Materials Billing window

modifying billing invoices for Time and Materials projects 32

opening the window 32Time and Materials projects

bill partial quantities 33billing invoices 32billing returns 32invoice formats 11trade discounts 29

I N D E X


timesheetsaging unbilled revenue for Time and



Uunapplying

billing returns from project balances 43

customer payments from project balances 43

upgrade information, accessing on the Web 5

Vvendor classes, summarizing billing

invoice line items 14

Wwhat’s new, accessing 5